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Top 7 Reasons Why You Need Coworking Space Software

Top 7 Reasons Why You Need Coworking Space Software

Igor Dzhebyan
Igor Dzhebyan

Do you consider the use of coworking space management software but not sure if a workplace app is a worthwhile investment? If you have been in the coworking space rental business for quite some time, then you are probably aware of its multiple challenges. Managing a coworking space involves much work, which includes:

  • planning and optimizing coworking spaces,
  • enhancing your coworking brand,
  • attracting audiences,
  • building a collaborative community,
  • processing payments,
  • managing amenities and the like.

Some of the routine duties mentioned above detract coworking space managers from the main focus of their business—

building a vibrant coworking community and inspiring brand loyalty. As the demand for coworking spaces grows, managers will find it increasingly difficult to find time for everything. This is where the use of coworking management software comes in.

Coworking space software is a system designed specifically to help flexible workspace operators manage their businesses efficiently. Some common features of the coworking space platform include membership management, scheduling and booking, billing and invoicing, order management, occupancy tracking, visitor management, and various space analytics reporting.

This type of software can make a big difference in how well your coworking space runs on a day-to-day basis. As it actually automates most of the repeated time-consuming operations, you have more time to focus on the most important, strategic aspects of your business, such as developing growth strategies and attracting and retaining customers.

Some of the most popular coworking space management software include andcards, Cobot, Nexudus, Officernd, Optix, and others.

In this post, I will walk you through the benefits of using coworking space management software and show how it can help you streamline operations at your flexible workplace via improving and automating services for members. Only then you can determine if such a system is a good investment that is worth spending any amount of time and money implementing.

1. Automate Desk and Meeting Room Bookings

andcards coworking space software: app interface, desk and room booking system

Desks and rooms booking system developed by andcards at PATH

Perhaps one of the most significant benefits of using coworking space management software is that it relieves community managers from the arduous task of handling reservations and checking schedules to prevent overbookings. This frees up more of their time to handle walk-in clients and planning promotional events for the coworking community.

Of course, the use of coworking space software does not only benefit managers, the advantages extend to coworking space members as well.

For one thing, such software makes booking meeting rooms and desks a quick and seamless experience. For instance, andcards coworking software comes with mobile apps for iOS and Android that clients can log into and create reservations at their convenience.

In other words, your members don't have to come to the space or contact a manager somehow. All they need to do is open your white-label coworking app on their smartphone and book a room or a desk from any place on Earth. They can even pay for the reservation straight away with credits or a banking card, or add the expense to their monthly invoice.

2. Automate Membership Plans

With the coworking platform, community managers can say goodbye to spreadsheets and other manual data entry solutions that are traditionally used to manage membership plans. Everything can be automated from tracking the use of meeting rooms and office spaces to allocating free hours to repeat customers.

Coworking space management software can also help managers understand how members use various spaces in the workspace center. This provides better insight on how to reduce bottlenecks in operations, identify underutilized features and replace them with something that the coworking community wants or needs.

3. Automate Invoicing and Payments

Another significant benefit of using coworking space management software is that it helps simplify billing and payment collection. Community managers no longer have to deal with the arduous task of creating and chasing invoices which can be frustrating for both management and members alike.

Managers assign membership plan on the system once, and then it automatically generates invoices at a specified date including a recurring fee and all one-off items consumed by member during the month.

Members can log on to their mobile app, arrange their booking and submit payment all in real-time. As you might imagine, this helps streamline operations in coworking spaces as well as reduces wait times and redundant conversations with regards to invoicing clients.

Most coworking systems support in-app payments via credit cards or even direct debit and automatic email confirmation receipts once you’ve finished booking a meeting room.

The best way to enable such payments and automate invoicing is by partnering with Stripe. Such a system grants residents added convenience and helps prevent the myriad of problems associated with manual invoices such as difficulty in monitoring and increased risk of discrepancies. Both can cause businesses many headaches come tax season.

andcards coworking space software helps flexible workspaces deliver stellar member experience and save time - banner

4. Employ Clear and Consistent Branding

The use of a coworking management app enables businesses to adopt a consistent branding strategy at all points of interaction with customers—logo, website, mobile apps, visitor check-in display, and the like. This makes it easier for coworking spaces to reinforce their brand and prevent confusion among customers.

Imagine how upsetting it would be for customers if your website featured a different theme or logo on your meeting room booking calendar. Still, it’s a common mistake among businesses and can cost you dearly.

In one survey conducted by Lucidpress (a desktop publishing software company), they found that consistent branding helps increase revenue by around 23 percent. Businesses that employ consistent branding are three to four times more likely to be remembered compared to those with erratic brand presentations. This is hardly surprising considering that presenting the same logo to customers whether on mobile apps or business cards, makes companies seem more reputable than competitors.

Coworking space software provides shared workspace businesses with access to branded mobile apps (iOS/Android). Such features go a long way towards ensuring consistent branding and literally put coworking space with all its perks and services in the pockets of your customers.

white-label andcards coworking space app

5. Manage IoT (Internet of Things) Devices to Boost Workspace Efficiency

A great coworking space management software works with IoT devices like sensors, lights, displays, and smart locks that can be used to make life easier for managers and members alike.

For one thing, managers of flexible spaces can view all pertinent information about the facility such as temperature, equipment use, and the number of office occupants from one dashboard, which is always handy. This allows managers to keep a pulse on equipment and shared amenities in the coworking space.

Residents can likewise benefit from the myriad of conveniences that IoT devices have to offer. For example, coworking businesses can start putting up smart displays on the door of meeting rooms that feature updated booking schedules. This allows members to quickly determine the availability of meeting rooms and arrange reservations if necessary.

Or coworking space managers can grant paying members 24/7 access to all workspace facilities when residents unlock the doors with their smartphones. Besides, you can allow workspace guests to register themselves at a special display using a smart visitor management system. Or you can connect cloud printing technology and let members print on the fly while keeping track of every copy.

6. Communicate with Members Community

andcards coworking software: stream communication newsfeed

In a traditional setting, managers of coworking spaces use email or group chats to share information with the community. Unfortunately, such announcements are easy for members to miss. Emails can wind up in spam folders and messages can get buried in chat feeds, preventing members from ever seeing them.

Coworking space software offers features that can prove invaluable in managing a coworking community. Such features include pinning messages, attaching photos, and editing or deleting messages at any time (unlike email which can’t be unsent).

When managers are sending important information about the latest promotions and events, you would want to make sure that people see them. andcards and most other coworking management software help you accomplish the latter by equipping community managers with essential tools that they can use to engage with members without overwhelming them with chat messages. This includes push-notifications via mobile apps and newsfeeds that members can check at their convenience.

Of course, gaining access to more efficient ways of reaching out to members of the coworking community has its’ responsibilities. For one thing, coworking space managers would want to be careful not to overwhelm their members with messages.

People deal with all sorts of notifications daily, may it be emails concerning work or their activity on social networks. Hence it is always a good idea to send short and pertinent messages sparingly which can speak volumes about how much you value people’s time.

7. Keep Members Happy by Offering Benefits, Perks, and Events

andcards coworking software: events mangement system

Workplace management software can also be used to implement perks such as discounts and promo codes for new or old-time members. In a traditional setting, coworking space managers track these benefits manually with a spreadsheet which can get overlooked or lost over time. As you might imagine, few things are as frustrating to clients as being denied perks that they were initially entitled to. The use of coworking space software can help mitigate such problems and at the same time, spare managers the trouble of tracking membership benefits and perks.

In addition, workplace management platform can also help coworking businesses jump into the recent trend of offering additional products to members for more revenue. Such products services include merch, office necessities, day passes, credit bundles, and the like. This can help coworking businesses become more profitable over the long term.

Furthermore, coworking management system can help you a lot with organizing free and paid events for members and people outside your community. For instance, andcards offers an events management system inside the main app. It will beautifully showcase your upcoming gatherings with picks and details and let attendees join/pay in a tap.

Benefits, additional products, and community events offer added value to users of coworking spaces, and as the industry becomes increasingly more competitive, coworking businesses will have to provide more of them. After all, when people have to choose between two similarly priced coworking spaces, they will start factoring in the benefits and choose the hub that offers more value for their money.


So there you have it—a few perfectly good reasons to start using coworking space software. However, you don't need any workspace management app, you need one that solves your unique pains, boosts members’ experience, and reinforces your brand.

How to choose this perfect software for your coworking business? Check out our guide that will help make an informed decision: How to Choose the Best Software to Manage Your Coworking Space.

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